Administrative Associate, eSSC (Admin eSSC)

Job Description

Under the direction of the applicable management, the Administrative Associate is responsible for ensuring the administrative functioning of the enterprise Shared Service Center (eSSC), as well as supporting the eSSC staff and our services, as needed.

Primary activities include, but are not limited to:

• In collaboration with and under limited supervision of manager, supporting the leadership team in the administration of various administrative processes, special projects, headcount, budgeting, and other projects in accordance with established standard operating procedures for the Company, Division, and department.

• Creating and distributing confidential correspondence and reports with strict adherence to company polices on the handling of such materials.

• Managing calendars, including appointments and meetings, for the eSSC management staff.

• Assisting all eSSC staff members with travel arrangements for conferences and other miscellaneous travel.

• Managing office supply inventory.

• Act as point of contact with office landlord (WeWork) for issues related to building access/security, employee facility onboarding; and serve as first point of contact for guests, visitors, and new employees.

• Help lead and coordinate events designed to maintain an inclusive culture with engaged and passionate employees, including community outreach and volunteer events.

• Managing teamsites, electronic files, and other data in a systematic and detailed manner for enduring use. Maintaining appropriate filing system to provide prompt retrieval of all reports, correspondence, and other documentation while maintaining compliance related to company retention schedules and legal holds. Includes collection, organization and archival of documentation, including maintenance of staff Curriculum Vitaes (CVs).

• Preparing, processing, and reconciling expense reports, purchase orders, and payment requests, as needed. Leading the work of tracking budgets and costs.

• Displaying a high attention to detail, prioritization of work, and management of deliverables/follow-ups with little supervision.

• Responding effectively and in a timely manner to numerous stakeholders to answer questions and direct people to the right resource to resolve problems.

• Communication with local and global entities as well as external companies, as needed. Partnering across the organization to meet objectives.

• Support document preparation and coordinate logistics for internal audits.

• Prepare translations, data analysis and presentations on the request of managers.

Education:

• High School Diploma (or equivalent)

Required Skills & Experience:

• Minimum three (3) years administrative experience.

• Proficient computer skills (MS Teams, SharePoint management, Excel, Power Point, Word, etc.) and operation of other related programs, including proficient knowledge of SAPS Comet and other company systems.

• Ability to prepare and assist with sophisticated PowerPoint presentations and manipulate/work with advanced Excel spreadsheets.

• Exceptional level of administrative, organizational, planning and follow-up skills with demonstrated accuracy. Must be diligent and proactive in anticipating needs and able to problem solve through investigation and solution identification.

• Exceptional interpersonal skills and the ability to manage relationships with internal and external parties is essential, including displaying flexibility and sensitivity with colleagues across other geographies, languages, and cultures.

• Effective business communications - both written and oral to interact with company executives, managers, and employees.

• Self-motivated and self-directed, excellent in work planning and coordination and time management.

• Ability to make a positive contribution as demonstrated by learning new skills and making suggestions for process/procedure improvement.

• Ability to work toward enterprise goals and fostering a work environment based on trust, sharing and collaboration.

• Ability to commute onsite 5 days/week (M-F).

• Experience working with sensitive/confidential documents, preferred.

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NOTICE FOR INTERNAL APPLICANTS

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